IPEDS Update

1. IPEDS Update 2010 IIIRC July 29, 2010 & August 3, 2010 Columbia, sc 1

2. Agenda Compliance 2010-11 Changes & Improvements to Data Collection Component by Component Looking Ahead to 2011 and Beyond Status Update on HEOA Requirements Changes & Improvements to Data Tools

3. Compliance 3

4. Reporting Compliance Reporting IPEDS is mandatory for all institutions with PPA with US Dept of ED for Title IV federal student financial aid Penalties for noncompliance include Fines Title IV suspended Institutions have only one opportunity for special post-collection help

5. 5

6. 2009-10 Non-response:# of Institutions IC = 3 C = 4 E12 = 2 HR = 5 EF = 10 GRS = 13 SFA = 31 F = 16 GR200 = 11 6

7. Data Collection Collection calendar DCS Improvements Listserv 7

8. 2010-11 Data Collection Calendar 8

9. Registration

10. Institution ID and IC Header Institutions are ENCOURAGED BUT NOT REQUIRED to complete these during the Registration period Both must be completed before Fall surveys can be started IC Header will be available until end of Fall collection, will need to be locked Institution ID is available through Spring

11. Fall Collection

12. Winter Collection

13. Spring Collection

14. Prompting Communications E-mail to KH (collection open) Open E-mail to KH (no data) Close � 4wks Phone to KH/CEO (no data) Close � 2wks E-mail to KH (all surveys not locked) Close � 2wks E-mail to KH (all surveys not locked) Close � 1wk Spring: 2 additional reminders that Spring collection is open, sent in This Week in IPEDS during February Close � 3wks reminder if no data entered since close of Winter Notes:Notes:

15. Data Collection System Improvements 15

16. Data Entry Screens � continued Many survey screens will be redesigned or modified More PY values More data from other parts, sections, components

17. Survey Instructions � continued New format in 2009-10 � easier to use For 2010-11: Instructions will be automatically included with survey forms and upload specs from survey materials pages Glossary terms

18. Edits Error messages are being rewritten so that data providers can more easily understand problems and solutions Survey directors are collaborating on consistent editing across surveys for some common situations: Narrative edits are being rewritten to be more specific, and thus more useful

19. Glossary Ongoing review of glossary New features for online glossary tool

20. XML Upload � continued XML upload option will be available in 2010-11 data collection Rest will be available in August

21. New IPEDS Listserv Launched in Fall 2009 Now has 1,031 members (and growing!) Communication only Link to sign up available from Data Provider Center (https://surveys.nces.ed.gov/ipeds)

22. Component by Component Key survey concepts and lessons learned 2010-11 changes and improvements; ongoing changes 22

23. What are Key Concepts? Developed by survey directors in response to TRP suggestion that AIR training module for new KHs communicate key concepts for each components, rather than duplicating the web tutorial content

24. What are Lessons Learned? Observations drawn from HD questions, edits, and QC results

25. General IPEDS 25

26. Key Concepts: General IPEDS Why it�s not smart to �outsmart� IPEDS Fixing errors from the prior year

27. Institutional CharacteristicsIC Header 27

28. IC Header Questions Determine applicability and version for the remaining IPEDS survey components Helpful to have information in the data collection system as early as possible IC Header questions are from IC:A1 -- Educational OfferingsB1 -- Institutional ControlB2 -- Award Levels OfferedB3 -- Calendar SystemB4 -- Enrollment Levels Offered (no Estimated EF)B5 -- Graduation Rate Cohort question

29. Key Concepts:IC Header Control and award levels Implications for surveys, and a lot more Calendar systems Choose the one that�s really right for your institution Enrollment levels Full-time, first-time students

30. Key Concepts:Institutional Characteristics (IC) Tuition and price of attendance Not the same thing, though they may be similar Price of attendance Open admissions Who they are and why they get to report less data Programs What they are and what they are not Using credit hours or contact hours Make sure to understand what you are reporting

31. Lessons Learned � IC Common mistake for program reporters Common mistake for <2 year reporters Common mistake for all

32. IC Change for 2010-11 Reinstate collection of selected professional tuitions Doctor�s level, not Master�s level Accidental, temporary reporting reprieve last year

33. Completions 33

34. Key Concepts: Completions Completions and graduation rates Both are important for different reasons Completions and completers A completer can have multiple completions Zero completions CIP Codes

35. Key Concepts: Completions CIP Codes Completions are reported by 6 digit CIP Codes 2010 Completions uses 2010 CIP Codes Award Level For each CIP Code need to indicate award level 2010 Completions Survey uses new post-baccalaureate award levels

36. Lessons Learned: Completions Most frequent errors selecting award levels for Divinity Degrees, LLM, and SJD Code M.Div, M.Rav, and M.H.L as award level 7 (Master�s) Code LL.M, S.J.D./J.S.D as award level 7 Series 22-Legal Professions and Studies CIP Code 22.0101 is strictly reserved for J.D. LL.M, S.J.D./J.S.D should be coded using CIP Codes 22.0102-22.0299, which are reserved for legal research and advanced professional studies Legal Secretaries, Paralegals, Court Reporters and other support services should be coded using CIP Codes 22.0301-22.0399

37. Lessons Learned: Completions Coding Ed.D. degrees Ed.D. can be coded as either Award Level 17 (Doctor�s degree � research/scholarship) or Award Level 18 (Doctor�s degree - professional practice) Individual institutions make decision about which award level to use Possible to report Ed.D. and Ph.D. under same CIP Code but different award level

38. Lessons Learned: Completions Relationship between C and IC Edit compares award levels reported on PY IC to CY Completions All award levels which were reported on PY IC need to be included in CY Completions If not, then an explanation needs to be provided

39. Implementation of CIP 2010

40. Preparing for CIP 2010 Institutions are encouraged to use CIP Wizard to see which of their CIPs are affected by CIP 2010 Available under IPEDS Resources

41. New Postbacc Degree Categories

42. 12-Month EnrollmentFall Enrollment 42

43. Key Concepts: E12 Unduplicated 12-Month Headcount 12-Month Enrollment = Fall Enrollment  Full-time equivalent student enrollment (FTE)  Notes:Notes:

44. Lessons Learned: E12 Don�t forget your first-professional students Report an alternate FTE, when appropriate Instructional activity ? Length of program  Notes:Notes:

45. Key Concepts: EF Census date/snapshot First-time undergraduate student Non-degree/certificate seeking students First-time student retention Notes:Notes:

46. Lessons Learned: EF Don�t forget your first-professional students Enrollment by Selected CIPs = Total Enrollment 

47. Lessons Learned: EF (continued) More students may be �retained� than you think  Entering Class = Students new to your institution

48. Change for 2010-11: EF Reinstate column for non-certificate seeking students Has been approved by OMB, so column will reappear in 2010-11

49. Race/Ethnicity Implementation Timeline

50. R/E Reporting � New Categories

51. Race/Ethnicity Resources Still getting some questions�. IPEDS Webpage (from IPEDS Resources) AIR Webpage SHEEO Webpage

52. Graduation Rates200% Graduation Rates 52

53. Key Concepts:Graduation Rates Student Right to Know Cohort 100%, 200%, and GR200

54. Lessons Learned � GRS Institutions should provide detailed explanations for large changes in grad rates from PY to CY We will provide better information about cohort revisions and how and when these should be done We will be clarifying or updating some definitions and instructions regarding:

55. Edit Explanations - Bad Edit: The calculated graduation rate based on the numbers entered this year, 33.33, is falling outside the expected range when compared to last year's graduation rate. Please fix or explain. Explanation: The numbers need to be reviewed.

56. Edit Explanations - Bad Edit: The calculated graduation rate based on the numbers entered this year, 55.73, is falling outside the expected range when compared to last year's graduation rate. Please fix or explain. Exp: Increased overall numbers of students enrolled increased and resulted in the removal of the large relative magnitude decrease of small numbers of non-graduates. In addition, student services, improved curricular offerings and retention initiatives continually improve and therefore support enhanced graduation rates at our institutions.

57. Edit Explanations - Good Edit: The calculated graduation rate based on the numbers entered this year, 85.71, is falling outside the expected range when compared to last year's graduation rate. The expected range is between 40 and 60. Please fix or explain. Exp: The graduation rate is correct, this was an exceptional class. (This institution did additional screening, testing, and provided remedial assistance to improve persistence and completion.

58. Student Financial Aid 58

59. Key Concepts: SFA Aid Received Reporting Period Based on predominant calendar system:

60. The Groups Groups Group 1: All undergraduates Group 2: Of Group 1, full-time, first-time (FTFT) degree/certificate-seeking students Group 3: Of Group 2, students who received any grant/scholarship aid from the federal government, state/local government, or the institution Group 4: Of Group 2, students who received any Title IV federal student aid (grants, loans, Federal Work-Study) For public institutions, Groups 3 and 4 are students paying in-state or in-district tuition rate

61. Key Concepts

62. Key Concepts: SFA What Data Providers Will Need Survey instructions and other materials Financial aid information about each student group Living arrangement information for FTFT undergraduate students who received grant/scholarship aid Living arrangement information for FTFT undergraduate students who received Title IV federal student aid Income categories for FTFT undergraduate students who received Title IV federal student aid

63. Key Concepts: SFA Connection to the IPEDS Institutional Characteristics (IC) Component IC completed in Fall 2010 IC data elements that have an impact on SFA: Pricing information Living arrangement options Interactive Edits and Error Checks IPEDS Glossary https://surveys.nces.ed.gov/ipeds/VisGlossary.aspx

64. Lessons Learned: SFA The Student Financial Aid survey is usually completed by financial aid administrators who may or may not be privy to other aspects of IPEDS data collection. Start early. SFA survey materials are available on August 4, 2010. Data collection opens on December 8, 2010. Deadline for keyholders is April 13, 2011. Gather the required data elements as soon as they�re available.

65. Human Resources 65

66. Key Concepts: Human Resources Count each person ONCE Report by primary function/occupational activity No fractions

67. How to enter data Enter data in order If data are changed in one section/part, change data in corresponding section/part � non-matching data below

68. Faculty Status vs Faculty

69. Finance 69

70. Key Concepts: F Data intended to come from the institution�s audited financial statement Many derived variables and indicators in the Data Feedback Reports use Finance and Enrollment data Reporting of negative numbers is allowed in some fields GASB-reporting of expenses for the aligned form combines operating and non-operating expenses Notes:Notes:

71. Lesson Learned #1: F Some GASB-reporters did not allocate Depreciation and Interest expenses to other functional expenses (it showed up in other expenses instead) Efforts should be made to allocate these expenses NACUBO has provided a resource document for helping GASB-reporting institutions do this:

72. Lesson Learned #2: F Some GASB-reporters, when reporting scholarships and fellowships, did not report allowances to tuition and fees near the amount they reported for Pell grants, and instead had a large expense for scholarships and fellowships Because of GASB accounting standards, Pell grants should be recorded as Federal non-operating revenue and should have an offsetting allowance for tuition and fees that shows the amount applied to students� accounts NACUBO has provided a resource document about scholarships and allowances

73. Lesson Learned #3: F Discrepancies with the end of the prior year Value of endowment assets.�

74. New Data Collection Changes: F Adding these items: Context box for endowment information Prior year totals for functional expenses Calculated total expenses per student FTE under expense grid Calculated total revenue per student FTE Edit for expenses of GASB-reporters to check that allocation occurs for OMP, depreciation and interest

75. Alignment of Finance Forms Purpose: To increase comparability of finance data Changes improve utility of data and improve financial transparency of the institutions Mandatory use of aligned forms in 2010-11 IPEDS

76. Use of Aligned Form

77. Looking Ahead to 2011 and Beyond Collection calendar New SOC 77

78. Collection Calendar 78

79. *Note about 2011-12 Calendar* SFA will become a Winter survey, per recommendation of TRP (if approved by OMB) Winter data collection To more closely align collection of SFA with IC

80. IPEDS HR and the Standard Occupational Classification (SOC) System 80

81. SOC System SOC system is used by Federal statistical agencies to classify workers and jobs into occupational categories for the purpose of: collecting, calculating, analyzing, or disseminating data Federal agencies required to use the SOC State and local government agencies are strongly encouraged to use the SOC 81

82. IPEDS HR and the 2010 SOC IPEDS HR uses the SOC system for classifying employees SOC recently revised http://www.bls.gov/soc/home.htm IPEDS HR will NOT include the 2010 SOC for the 2010-11 data collection Implementation for 2011-12 will be requested from OMB 82

83. Key Sections of the 2010 SOC Manual SOC Classification Principles - form the basis on which the SOC system is structured SOC Coding Guidelines - assist users in consistently assigning occupational codes to survey responses SOC classification and coding structure - consists of the SOC codes, titles, definitions, etc. 83

84. Status Update on HEOA Requirements Disclosures, including the Net Price Calculator Reporting, including additions to College Navigator 84

85. HEOA Higher Education Opportunity Act of 2008 (PL 110-315) Signed into law August 14, 2008 Several provisions mandate new reporting requirements Many new disclosure requirements

86. Disclosures Resources Net Price Calculator Committee on Alternative Measures of Student Success 86

87. Disclosures -- Resources A National Postsecondary Education Cooperative (NPEC) working group has developed a handbook to assist institutions with identifying disclosure requirements and �suggested practices� for making the info available to students NPEC guide is available from IPEDS website, under NPEC:R&D Department HEOA website: http://www.ed.gov/policy/highered/leg/hea08/index.html

88. Disclosures � New Resource 88

89. NPEC Report Summary of HEA disclosure requirements Posting disclosure information on institutional websites Suggestions for providing disclosure information Additional resources

90. Net Price Calculator Template 90

91. Net Price Calculator On October 29, 2009, U.S. Dept of Education made available a template for this calculator that institutions may use Institutions have 2 years from the release of the template to post their calculator on their own institutional websites An institution may use either the net price calculator developed by the Department or it may develop its own Report URLs for calculators

92. Development of Template Developed based on TRP suggestions and guidance from NCES and OPE Developed by Mohamad Sakr, IT Innovative Solutions Corp Tested with campus and association representatives � feedback generally positive; some �tweaking� Available from IPEDS website, under Resources

93. AIR Net Price Calculator Resource Center http://www.airweb.org FAQs Links -- Index of links to resources at various Web sites Presentations, Papers and Articles -- View and/or download ppts, webinars, manuscripts, and more Net Price Calculator webinar has had many, many viewings

94. Advisory Committee on Measures of Student Success

95. Advisory Committee on Measures of Student Success Required by the HEOA Will advise the Secretary of Education in assisting two-year degree-granting institutions in meeting the completion or graduation rate disclosure requirements outlined in Section 488 of the HEOA Recommendations on additional or alternate measures of student success

96. Advisory Committee on Measures of Student Success Meetings will be open to the public Tentative schedule: October 2010 February 2011 June 2011 September 2011 The Committee�s final report is due to the Secretary no later than 18 months after the first meeting

97. Reporting College Navigator Consumer Info items Multi-year tuition calculator Net Price College Affordability Lists State Spending Charts

98. HEOA Mandates: Reporting Many new items required for College Navigator website, which required some additions to IPEDS

99. HEOA College Navigator Timeline 8/09 Consumer information items Multi-year tuition calculator State spending charts 7/1/10 3 yrs of average net price 1 yr of average net price disaggregated by income 7/1/11 College Affordability Lists 7/1/13 3 yrs of average net price disaggregated by income

100. HEOA Consumer Info on College Navigator Mission statement Admissions data Pricing data Completions/top areas of study Enrollment data by status, level, gender, R/E; transfer-in data Residency/migration data Retention rates Graduation rates Alternative tuition plans offered Student-to-faculty ratio Student financial aid: Total grant aid $ award to all undergrads Total # of all students who received Pell grant Students with disabilities 100%, 150%, 200% graduation rates 100

101. Multi-year Tuition Calculator Has been posted to College Navigator Calculate estimated tuition and fees Uses price of attendance data from IC Determines estimated annual % change based on most recent 4 yrs of data Takes into account guaranteed tuition plans

102. Net Price on Navigator: 7/1/10 Calculation of Net Price:

103. College Affordability Lists NCES must post to College Navigator by 7/1/11:

104. State HE Spending Charts NCES must post to College Navigator; no date listed, which means upon enactment of the law (8/14/08); still under development; target is 8/10 Each state

105. Changes and Improvements to Data Tools 105

106. Changes Made and Changes Ahead College Navigator: HEOA additions made Next steps

107. Changes Made and Changes Ahead Data Center: Added Forms Facsimile Updated menu items for clearer and easier navigation� Retired Peer Analysis System, Dataset Cutting Tool Next steps

108. Questions? 108